Why do new apartments need a punch list?
A new unit is a first-generation unit. Nobody has lived there before, so nobody has tested the HVAC in August, run every faucet, or opened every window. Most of what turns up is small. A punch list is just a written record of those items, so they get fixed. At lease-up apartments, where buildings are filling fast and crews are busy, writing it down matters even more.
We use three checkpoints: the move-in form, a day-7 list, and a day-30 list.
Checkpoint 1: The 48-hour move-in form
Many communities give you a move-in condition form and want it back within 48 hours. It records the unit’s condition when you got the keys, which protects your deposit later. Here’s how we’d fill it:
- Walk every room before you unpack.
- Photograph and video each room, including floors, walls, counters, and inside appliances.
- Note every mark, scratch, or gap, no matter how small.
- Keep a copy of the signed form and your photos.
Checkpoint 2: The day-7 punch list
By day 7, you’ve used the unit enough to find the obvious issues. This is the list we send in writing.
| Area | What to check |
|---|---|
| Doors and locks | Close and latch cleanly; deadbolt aligns |
| Windows | Open, close, lock; screens in place |
| HVAC | Each room cools; no rattles; thermostat responds |
| Plumbing | Water pressure, hot water, no drips under sinks |
| Electrical | Every outlet and switch works; GFCI resets |
| Appliances | Installed, level, and working |
| Finishes | Paint touch-ups, caulk gaps, cabinet doors |
Checkpoint 3: The day-30 punch list
Some issues only show up after a few weeks. A bedroom that runs warm in the afternoon might mean the HVAC needs balancing. A drain might slow. A door might start to stick as the building settles. Thirty days in, we send a second written list with anything new and anything not yet fixed.
Common first-generation issues
HVAC balancing, door alignment, caulk and paint touch-ups, appliance leveling, loose fixtures, and the occasional slow drain. Most are quick fixes once they’re reported in writing.
How do you track repairs?
Submit every item through the resident portal, so each one has a ticket number and a date. Then:
- Keep a simple list with the ticket number, the date reported, and the date fixed.
- Follow up in writing if a ticket sits open longer than the community’s stated response time.
- Note warranty repairs. New appliances and systems often carry manufacturer warranties, and the community handles those claims.
How to write a punch list item that gets fixed
A clear item gets fixed faster. Here’s the format we use:
- Location: room and spot, like “primary bath, left sink.”
- Issue: what’s wrong, in one plain sentence.
- Photo: with the date visible.
- Since: when you first noticed it.
| Weak item | Clear item |
|---|---|
| “Bathroom leak” | “Primary bath, left sink: slow drip at the P-trap, photo attached, since move-in day” |
| “AC not working” | “Second bedroom: room stays about 6 degrees warmer than the living room from 2 to 6 PM, photos of thermostat attached” |
| “Door broken” | “Front door: deadbolt doesn’t line up unless the door is pushed, video attached” |
Submit one ticket per item. A single ticket with ten items can get closed after the first fix.
How does this fit with the tour?
Many punch list items are things you can spot on the tour, like a sticky door or weak airflow. Our tour checklist covers them room by room. If you’re moving in while amenities are still being finished, our guide on unfinished amenities covers what to ask for in writing.
For renters we place, we send the day-7 and day-30 lists and follow up with the community until items are closed.
